People Hub Coordinator

The People Hub Coordinator provides responsive, accurate and confidential coordination and administrative support across the People Hub.

Responsibilities

• The role manages multiple shared inboxes, triages and allocates enquiries, maintains records and documentation, and supports the Employee Relations Advisors and General Manager, Employee Relations to deliver a timely and consistent service to leaders and team members.
• The role may also provide broader administrative and coordination support to Recruitment, Remuneration and the broader people team from time to time, based on business priorities.
• Key accountabilities and responsibilities People Hub inbox and enquiry coordination • Monitor and manage multiple People Hub and Employee Relations shared inboxes, ensuring enquiries are acknowledged, categorised, prioritised and allocated promptly. • Identify urgent, sensitive or high-risk matters and escalate them immediately to the appropriate Employee Relations Advisor or the General Manager, Employee Relations. • Maintain clear inbox workflows, folders, labels, templates and tracking processes so that requests are visible, controlled and followed through to completion. • Provide professional, customer-focused responses to routine enquiries within the role’s level of authority, using approved guidance and templates. • Maintain confidentiality and exercise sound judgement when handling sensitive employee and business information.
• Employee Relations administration • Provide day-to-day administrative support to the Employee Relations Advisors and General Manager, Employee Relations. • Create and maintain case records, letters, reports, correspondence, file notes, meeting documentation, action logs and supporting materials in the approved systems and folders. • Responding to key stakeholders with queries and provide general advice on where to access policies and procedures to support the business. • Support accurate reporting by maintaining case data and producing regular or ad hoc activity reports as requested. • Maintain the People Hub’s templates, guidance materials, policies and document libraries, including version control and archiving. · Review updated visa documentation received from team members and stakeholders, ensuring relevant systems are updated and documentation is maintained within employee files. · Conduct visa reporting and compliance activities to ensure visa records remain current, accurate and compliant. · Identify and refer visa sponsorship enquiries to the appropriate Employee Relations Advisor.
• General coordination and administration • Provide diary, meeting and workflow support as required, including agendas, minutes, action lists and follow-up reminders. • Complete accurate data entry, document formatting, scanning, filing and general administration within agreed service expectations. • Identify opportunities to simplify administration, improve the employee experience and strengthen consistency across People Hub processes. • Build effective working relationships across the People team and with leaders, team members and relevant support functions. • Contribute to People Hub projects, process improvements and peak workload activities as required.
• Broader People support • Provide administrative and coordination assistance to Recruitment and Remuneration activities from time to time, including document preparation, scheduling, records maintenance and workflow support. • Work flexibly across the People function when priorities require additional support, while maintaining the service needs of the Employee Relations team. • Undertake other reasonable duties aligned with the role’s capabilities and business requirements.

Requirements

• Experience in a coordinator, administration, shared services or People/HR support role is preferred. • Demonstrated experience managing shared inboxes, competing priorities and a high volume of administrative work. • Experience handling confidential or sensitive information with discretion. • Proficiency in Microsoft 365, particularly
• Outlook, Word, Excel, Teams and SharePoint; experience with HR or case management systems is advantageous. • A qualification in Human Resources, Business Administration or a related discipline is desirable but not essential.
• Capabilities and personal attributes • Highly organised, with the ability to prioritise, multitask and follow work through to completion. • Strong attention to detail and commitment to accurate records and high-quality documentation. • Clear, professional and approachable written and verbal communication. • Sound judgement, including recognising when a matter requires urgent escalation. • Service-focused and responsive, with a practical and solutions-oriented approach. • Comfortable working in a fast-paced environment with changing priorities and multiple stakeholders. • Collaborative, reliable and willing to support the broader People team when needed. • Committed to confidentiality, integrity, inclusion and respectful workplace practices. • Able to work effectively from the satellite office while maintaining strong connection and communication with the broader team.